While the world may be going digital, paper still lives on in our universities. Staff and students both rely on campus printing services for fast, easy access to the documents they need, from course materials to administrative paperwork. But for IT teams, managing a large volume of printing across multiple buildings and campuses can be a headache.
With 98% of organizations already using cloud services in some form, it’s no surprise that many university sysadmins are now considering whether cloud or on-premise print management is the best solution to support scalability, hybrid learning, and secure printing for students and staff—while reducing maintenance and optimizing costs.
The print management dilemma in higher education
In the world of higher education, print management can feel like a constant balancing act, juggling tight budgets with the diverse needs of students, faculty, and staff. IT staff can find it challenging to manage printing for such a large number of users, who are often working from their own devices. And when printing isn’t properly monitored, paper waste and energy consumption can quickly spiral out of control (along with costs!)
Universities must now decide whether to maintain on-premises systems or transition to cloud-based solutions. This decision is complicated by the need to consider the implications of security, compliance, and integration with other campus technologies. When IT teams are stretched for time, it may feel easier to stick with what they already have: on-premise print management. But is this really the best choice?
Cloud printing in higher education: the case for modernization
With traditional campus print services, students would save their documents on a USB drive to take to the printing lab. With the advent of cloud printing, users can now print documents from anywhere on campus through a cloud-based print management solution—all they need is an internet connection.
This means staff and students no longer need to be physically connected to a printer or transfer the file to a specific computer: they can print from any device (including their own) to any printer, making printing faster and more convenient.
A cloud-based print server hosts print management services—so it’s goodbye to on-premise print servers. By centralizing control, it enables IT teams to monitor print activity, set print policies, and carry out troubleshooting remotely, without having to manage and maintain multiple servers at different locations.
While there are pros and cons of both cloud and on-premise print management systems, in general the cloud wins out on simplicity, scalability, efficiency, and cost—all the things college sysadmins really need.
On-premise print management: why some universities still rely on it
When there’s such a clear winner, why do some universities keep their on-premise print systems? While it may be a case of “If it ain’t broke, don’t fix it”, there are a few advantages that could also tip the scales in its favor. For one, staff and students are restricted to printing from devices connected to the campus network—this makes it easy to monitor and regulate the use of printers and set up tailored configurations that meet the university’s specific needs.
Security is another important consideration: because on-prem university print infrastructure offers strict control, some campuses may be worried about cloud-based vulnerabilities or external data handling. With the print servers located on the campus, there is less risk of unauthorized access to information.
One of the biggest reasons universities give for sticking with on-premise printing is their existing investment in hardware and IT infrastructure, making a shift to the cloud seem like a wasted expense. But how do the costs actually stack up?
Cost considerations: cloud vs. on-premise printing
On-premise print management requires significant upfront capital, including the purchase of hardware and servers. Universities then need to factor in ongoing expenses for dedicated IT support and resources, plus server maintenance and upgrades.
On the other hand, cloud solutions typically have lower upfront costs, as the subscription-based model eliminates the need for a large initial investment in hardware and software. The university pays a recurring fee, which can be more manageable for budgeting purposes. No physical server maintenance is required— freeing up IT staff to focus on other critical tasks.
This makes cloud-based print management potentially a more cost-effective solution. A key feature is scalability: as your campus printing needs increase, you can adjust your subscription accordingly without having to invest in more print infrastructure. And the numbers don’t lie: some estimates show that a cloud-based printing solution can deliver average cost savings of $7,500 annually per server. Not bad for something you can’t see!
Security & compliance: which print management model is safer?
So we’ve established that on-premise print management can offer universities greater control over the physical server environment, as it allows for customized security measures and access restrictions. But it also needs ongoing maintenance and IT support to ensure robust internal security and compliance.
Modern cloud print management solutions come with a range of built-in security features that add multiple layers of enhanced data protection:
- Data encryption. Data is encrypted as it is transmitted between devices and the cloud, so that it can’t be intercepted during the printing process.
- User authentication. Users must verify their identity at the printer, for example with a swipe card or PIN code, helping prevent unauthorized access to documents.
- Secure print release. Print jobs are stored in the cloud until the user authenticates at the print station, preventing documents from being left unattended in the print tray.
- Access control. IT admins can set role-based access and permissions to ensure that only authorized users can access or manage print jobs.
- Audit trails. Cloud print systems log user activity and print job histories, providing detailed logs for monitoring and compliance.
- Secure cloud storage. Print data is stored in secure cloud environments with strong data protection measures, reducing the risk of data breaches.
Cloud solutions have the added benefit of being managed by specialized providers with a dedicated cybersecurity team. Ultimately, the right choice will depend on the campus’s specific security needs and resources.
Want to make the right choice for your university? Speak with sales
Cloud printing is increasingly seen as the way forward for many universities, due to its flexibility, affordability, and scalability. As higher education institutions embrace digital transformation, cloud solutions can streamline campus-wide print management, reduce infrastructure costs, and enable seamless remote access from staff and student devices. As a bonus, cloud-based print management can support sustainability efforts by offering better tracking and reporting—helping universities optimize print resources and reduce wasted paper, ink, and energy consumption.
But choosing between cloud and on-premises print management depends on each university’s needs, budget, IT capabilities, and security requirements. A sales expert can help you evaluate the pros and cons of both cloud and on-premise solutions, considering factors such as cost, scalability, security, and integration with your existing infrastructure, to understand which will deliver the most long-term benefits to your campus.
